Employee Handbook V.08 February 2018

Transcription

1 Employee Handbook V.08 February 2018

2 INTRODUCTION The Peterborough Family Health Team (PFHT) works collectively with our five Family Health Organizations (FHOs) and includes over 85 family physicians and over 100 allied health professionals such as nurse practitioners, mental health clinicians, registered dietitians, pharmacists, registered nurses, registered practical nurses, a physician assistant and clerical staff, working collaboratively to provide comprehensive primary care across Peterborough City and County in Ontario, Canada. The Peterborough Family Health Team is dedicated to expanding access to primary care in our community. Since their creation, the Peterborough Family Health Team has enrolled over 25,000 new patients and provides care to over 109,000 patients Our Mission, Vision and Values are the cornerstone upon which employee relations are founded. Upon that foundation, the Handbook for Employees of PFHT outlines Human Resources (HR) policies, employee benefits, administrative processes and employee/employer responsibilities. Every attempt has been made to reflect a supportive and positive employment experience for everyone. PFHT is committed to continue benchmarking with our FHT comparators and the local healthcare community to ensure we remain an employer of choice. PFHT believes that increased employee engagement in the broader strategic directions of the organization contributes to improved care for patients and a greater degree of job satisfaction for employees. Employee input and feedback is welcomed. It is important that all employees of PFHT familiarize themselves with the contents of the handbook. It is also important to recognize that our structure creates complexities not normally experienced in the workplace. Health professionals working in the practices have collaborative relationships with the administrative staff, nurses, and physicians yet many of these colleagues are not employees of PFHT. Every attempt has been made to recognize this reality in a manner that supports a positive employment experience. Our structure makes communication difficult and demands a concerted effort on everyone s part. Every PFHT employee is given a FHT address, access to the Internet and access to the FHT Intranet site. All PFHT activities, announcements and events are communicated using these tools. In addition, each discipline has established protocols for regular meetings and communications. All PFHT employees are required to check their on a regular basis and make use of these various communication vehicles in order to meet their obligation to the goal of effective communications. Primary Cares - News Digest is a bi-weekly publication intended for the primary care clinicians and support staff in the Peterborough Family Health Team and community partner organizations and is a key communication vehicle. It is expected that this is reviewed bi-weekly. Page 2 of 92

3 MISSION As a provincial health care leader and community partner, the Peterborough Family Health Team coordinates and empowers family practice-centred multidisciplinary teams to provide high quality, evidence-based, primary care to meet the needs of all residents of Peterborough County. Vision A leader in the delivery of collaborative family medicine serving the residents of Peterborough County Core Values The organization's core values reflect what is truly important to its people. These are not values that change from time to time, situation-to-situation or person-to-person, but rather they are the underpinning of the FHT's organizational culture and approach to the design and delivery of primary care in our community. High-Quality Patient-Centred Care We are committed to high-quality patient-centred care and seek to ensure that every patient s experience is respectful, without prejudice and built on confidence and trust. We believe that patient well-being is a shared responsibility between primary care providers and patients. Universality The health and well-being of all residents in our region motivates everything we do. Trust We build trust with, and among our employees, health professionals, partners, and patients by listening, respecting diverse opinions, valuing their unique contributions, and delivering on our commitments. Collaboration We believe that a multi-disciplinary approach to patient care - with our team members and partners - leads to better patient outcomes and a more positive experience for patients and professionals alike. Innovation We seek opportunities to advance best practice in our programs, services, and processes. We value professional development and learning as driver or quality. Transparency & Accountability We act fairly, ethically, and openly in all that we do. Page 3 of 92

4 Guiding Principles Five guiding principles reflect our values and shape our actions: 1 Relationships: We focus on building strong relationships to support everything we do on our teams, with our partners and with our patients. We believe that the relationship between primary care providers and patients is the foundation of high-quality patient-centred care. 2 The Patient Experience: We believe that the patient experience is influenced by the sum of all of their interactions with primary care. We engage our patients, seeking to understand their experience to improve the delivery of primary care. 3 Inclusive, Community Focus: We collaborate and partner with others to leverage our collective strength to provide seamless care to all residents of our community. 4 Strong Leadership: We focus on effective, forward-thinking leadership in the governance and administration of our organization. 5 Responsible Stewardship: We are responsible and accountable for the financial resources allocated to us and for the trust our residents place in us. Page 4 of 92

5 Greater Peterborough Health Services Foundation Your Family Health Team Foundation Opening its doors in 1985 as the St. Joseph s General Hospital Foundation, raising funds and providing capital for expansion, medical equipment and educational opportunities for hospital staff was top priority. St. Joseph s Hospital went through many changes over the years and the Foundation remained in step, changing its name and its focus of fundraising in response. When St. Joseph s Hospital eventually closed in 1999, the Foundation found that its focus was no longer dictated by the needs of the hospital that it had served. Looking to the community, the Foundation recognized an opportunity to develop support for healthy aging initiatives not only for the region s seniors, but also for life-long healthy aging for all. With the overwhelming success of its initiatives and community partnerships, St. Joseph s Care Foundation became the Greater Peterborough Health Services Foundation on May 27, The Foundation then formed a partnership with now Peterborough Family Health Team (then Primary Health Care Services of Peterborough) in support of their community-based healthcare services. Today, Your Family Health Team Foundation continues to support the amazing work of Peterborough Family Health Team, its amazing family physicians and allied healthcare professionals through local fundraising and our successful annual flagship event, Peterborough SPEAKS. As a grass roots organization committed to helping our Peterborough Family Health Team provide patients with exceptional out-of-hospital care, we have raised money for: Training for our Mental Health Clinicians that has led to a successful patient program in Mindfulness for Health & Wellness (proceeds from Peterborough SPEAKS 2015); A handheld ultrasound & Bilirubin meter for the Partners in Pregnancy Clinic; Hearing amplifying headsets for residents in long-term care; An emergency Transportation Fund to ensure patients suffering from severe anxiety and depression are able to make it to every appointment; Annual Grand Rounds educational sessions & the Brain FHT Conference through our Dr. Steve Senior Memorial Fund for Continuing Education; 3 Smokelyzer Units for the FHT to Quit Smoking Cessation program; The Youth Sports Concussion Program; 17 Automated External Defibrillators (in a number of community spaces); 56 Blood Pressure Monitors; 24 Vaccination Refrigerators; 13 Power Exam Tables; and Much more. Your Family Health Team Foundation does not receive any government or United Way funding. We rely on the generosity of donors and community partnerships to help Peterborough Family Health Team provide the best care possible for patients at all stages in life. Page 5 of 92

6 Table of Contents INTRODUCTION... 1 MISSION... 3 Vision... 3 Core Values... 3 Guiding Principles... 4 Greater Peterborough Health Services Foundation... 5 Recruitment and Hiring... 9 Criminal Records Search... 9 Full Time Equivalent...10 Assessment Period...10 Departures and Retirements...10 Resignation...10 Deemed Terminated...11 Retirement...11 Casual Employee Policy...11 Hours of Work and Compensation...12 Hours of Work...12 Absence...13 Compensation...13 Personnel Records...13 Benefits...14 Mandatory Benefits...14 Discretionary Benefits...14 Extended Heath Care/Dental Benefits Long Term Disability Coverage...15 Group RSP...15 Statutory Holidays...16 Sick Days...16 Personal Days...16 Vacation...17 Page 6 of 92

7 Training & Development Hours...17 Christmas/New Years...18 Recognition of Service...18 Leaves and Other Work Absences...18 Personal Unpaid Leaves of Absence...18 Paid Leaves of Absence...19 Pregnancy Leave...19 Parental/Adoption Leave...19 Medical Leave...19 Family Medical Leave...20 Compassionate Leave...20 Jury Duty...21 Court Service...21 Voting on Election Day...21 Job Sharing...21 Unexpected Office Closures...21 Employee Wellness...22 Safety...22 Accidents...22 Illness...22 Problematic Substance Use/Addictions...22 Policies and Responsibilities...23 Privacy/Confidentiality/Conflict of Interest...23 Professional Standing/Liability Coverage...24 Information Technology...24 Performance Management...25 Resolution of Concerns...25 Discipline...25 Absence from Practice...25 Scent Free Workplace...26 Page 7 of 92

8 Media Relations Process...27 Media Inquiries...27 Designated Spokespersons...27 Information Requests...27 Requests to Interview, Photograph and Videotape...27 Media Authorization...27 APPENDIX A: Chamber Benefit Summary...28 APPENDIX B: Performance Management Degree Feedback and Self-Evaluation Procedure...29 APPENDIX C: Resolution of Concerns...31 APPENDIX D: Clinician-Patient Communication Consent Form...34 APPENDIX D: Violence in the Workplace...36 Schedule A: The Work Refusal Process...45 APPENDIX E: Violent Incident Reporting Form...46 APPENDIX F: Harassment Policy and Program...49 APPENDIX G: Confidentiality And Conflict Of Interest Agreement...56 APPENDIX H: Accessible Customer Service...59 APPENDIX I: Privacy...61 APPENDIX J: Privacy Breach Protocol...65 APPENDIX K: Computer and Electronics...68 APPENDIX L: Access and Corrections...73 APPENDIX M: Service and Therapeutic Animal Policy...86 APPENDIX N: Training Policy...88 ACKNOWLEDGEMENTS...92 Page 8 of 92

9 Recruitment and Hiring PFHT is committed to recruitment practices that are fair and transparent. Responsibility for recruitment and selection of PFHT employees rest with the Human Resource Coordinator or designate and the appropriate FHT/FHO Team Coordinator and Professional Practice Lead (PPL). Selection will be based on a competitive process that includes screening, interviewing, testing (if appropriate) and checking references and credentials. It is the responsibility of the Human Resource Coordinator or designate to ensure the objectivity of any competition panel of interviewers. Where a candidate is related to a member of the panel, that member must be removed from any interview or selection process affecting the outcome of the competition. Successful candidates must provide a police record search; and where applicable, a Vulnerable Sector Screening, and evidence of good standing in the appropriate regulatory body for their profession. Once hired, no employee shall report directly to a relative. It is incumbent on the Human Resource Coordinator or designate to identify such relationships and ensure appropriate reporting relationships. The same policy shall generally apply to students employed by PFHT, recognizing the need for greater flexibility with regard to student opportunities. All employees must successfully complete their assessment period. Applications from existing employees will be considered on an individual basis. If approved to apply, the existing employee will be required to apply and interview for the position. Temporary employees are entitled to the same as permanent employees (with the exception of Health & Dental and LTD & Life Benefits). Criminal Records Search Employees of PFHT who work directly with patients are required to provide a Vulnerable Sector Screening search obtained from a police service before starting employment with PFHT. Conditional offers of employment may be approved by the Human Resource Coordinator or designate where required; however, no employee shall see patients alone until this documentation is provided. Employees whose job duties allow them spending authority and/or financial accountability is also required to provide a criminal record search. Documents dated within the preceding six (6) months will be accepted. The cost of this is to be borne by the employee. A criminal record does not necessarily preclude employment with PFHT. The final decision on such a matter will be made by the Human Resource Coordinator or designate and the Executive Director, in consultation with the FHT/FHO Team Coordinator. In all cases the candidate s/employee s confidentially will be maintained. The criminal record search will be retained on the employee s Human Resources file in a sealed envelope. Page 9 of 92

10 Full Time Equivalent Regular hours of work for a full-time employee are 7.5 paid hours per day, which includes a 30 minute paid lunch, for a 37.5 hour paid work week. The following chart shows regular hours for employees. Full Time Equivalent (FTE) Regular hours of work per week Assessment Period As you begin your job with PFHT, we will do everything we can to get you off to a good start and to acquaint you with the advantages and the opportunities that you will enjoy as a Team Member with PFHT. The first nine (9) months are considered an assessment period for all new staff. During this period, you and PFHT will have an opportunity to get to know one another. We will engage in various assessment processes to evaluate your performance. The assessment processes are designed to identify any areas requiring improvement or any training gaps, and to discuss any feedback received to date. Termination during the assessment period will be in accordance the minimum provisions of the Ontario Employment Standards Act, 2000 or your contract of employment, whichever provides you with the greater entitlements. Departures and Retirements Resignation If you intend to resign, you are requested to do so in writing to the Human Resource Coordinator or designate. Minimum notice of two (2) weeks for administrative staff and four (4) weeks for management and professional staff is requested. In order to best ensure patient continuity, PFHT encourages longer notice periods where possible. Page 10 of 92

11 Any outstanding vacation, eligible statutory holiday pay and lieu time will be included in the final pay cheque. There is no payout value for unused Training & Development, Personal Days, or Sick Time. Similarly, any banks with time taken but not yet earned will be recovered accordingly. Deemed Terminated PFHT may consider you to have terminated your employment under any of the following circumstances: a) You are absent from scheduled work for a period of three (3) or more consecutively scheduled working days without notifying your respective Family Health Team of such absence. b) You fail to return to work upon termination of an authorized leave of absence without being granted an extension. c) You utilize a leave of absence for purposes other than that for which leave was granted. (E.g. leave requested to provide care to ill family member actually used to try out another job.) Retirement PFHT does not have a mandatory retirement policy. Employees who plan to retire are asked to provide as much notice as possible, at a minimum respecting the resignation notice requirements. Casual Employee Policy Intent: Peterborough Family Health Team (PFHT) employs workers in casual positions. These employees work as needed, and as such do not have regularly scheduled hours of work. Therefore, special guidelines are needed to govern how PFHT will assign work and determine casual employees employment status. This policy establishes those guidelines. Definitions: Casual employee An individual employed by PFHT who works an irregular schedule based on the organization s needs. Guidelines: Eligibility: Casual employees must work a minimum of 30 hours per calendar year to remain on the casual employee roster. PFHT will review the hours worked by all casual staff following the end of each calendar year, and will determine which employees are eligible to remain on the casual employee roster and which will be removed. If an employee is removed from the casual employee roster, they will be provided with appropriate notice of the termination of their employment with PFHT. If a casual employee has not worked for PFHT within the last six (6) months, PFHT will conduct a total review of the employee s hours worked over the preceding year. If the employee has worked less than 30 hours in that period of time, the employee may be notified that their placement has ended and their employment with PFHT will be terminated. Page 11 of 92

12 Availability Casual employees are asked to confirm their availability by April of each year. Scheduling PFHT makes no guarantee as to the minimum number of hours a casual employee will be scheduled to work in any given period of time. Casual employees will be scheduled to work as needed to meet the organization s needs. PFHT will notify a casual employee at the earliest available opportunity when a shift becomes available. However, casual employees may be asked to come in to work on short notice as the situation dictates. Every effort will be made to distribute the workload evenly among casual staff. However, it may not always be possible to do so. Protected Leaves Casual employees who are on a protected leave as defined in the Employment Standards Act, 2000 (e.g., pregnancy leave, parental leave, family medical leave, personal emergency leave) must notify the organization that they are on or intend to take leave. If a casual employee notifies the organization that they are on or intend to take a protected leave, the employee will be placed on leave until the earlier of: o The employee notifies the organization that they intend to end the leave; or o The employee exhausts the available leave time as defined in the Employment Standards Act, While on a protected leave, casual employees will not be expected to adhere to the minimum hour threshold to maintain eligibility. Periods of protected leave will not count against an employee if there is a review of their hours worked. Training Casual staff will be given all mandatory training as required by legislation. Mandatory training is considered to be work time. PFHT will provide for any costs associated with mandatory training, and staff will be compensated accordingly. Casual employees may be invited to attend optional staff training events that are applicable to their position. Participation in optional training events is voluntary, and casual employees are solely responsible for their time and attendance. Hours of Work and Compensation Hours of Work Employee hours of work will be specified in the employment contract as well as the master schedule in the IMS. Schedules, starting times, hours, etc. may be modified as needed to accommodate the needs of the professional and the individual Family Practice, keeping the needs of the patients at the forefront. PFHT must be notified of such change to ensure the IMS system remains accurate. Page 12 of 92

13 During scheduled work hours in a family practice in which a patient fails to keep an appointment, professional staff will undertake necessary paperwork, professional development activities, PFHT committee or project work. Employees may elect to exercise their flexibility and utilize their time banks. All hours of work and time taken are required to be logged in the Information Management System (IMS) by the last day of the two week pay period. As the recording of time is done on an honour system, regular audits will be completed, or done when concerns/complaints are received. If unaccounted variances are discovered, the Human Resource Coordinator or designate will meet with the employee involved to seek clarification which may result in discipline up to and including termination depending upon the magnitude of the unaccounted variances. Flextime Employees are encouraged to maintain a regular work schedule that meets the needs of patients. When necessary to maintain work/life balance and/or patient access, and if acceptable to the requirements of the PFHT location, employees may flex their regular schedule. For example, an employee may require a day off during the second week of the pay period. The employee may adjust the hours worked during the other days of the pay period so that their total hours worked in that pay period equals their required hours worked. Flex time must be recorded in the Information Management System (IMS). Flex time is to be used in a timely manner and must never exceed 37.5 hours pro-rated to your FTE. All flex time must be expended prior to the issuance of a ROE for a leave as well as by the end of each calendar year. Time not taken will be lost. Hours may also be flexed to reflect the regular operating hours of the practice. For example the office is closed Wednesday afternoons; the employee may adjust their daily hours on other days and take Wednesday afternoon off. The ability to utilize flextime may be suspended on an individual basis should the privilege of flextime be deemed to be abused. Absence If you are going to be absent from work, you are required to notify your office, giving as much notice as possible. Employees who work in primary care settings should notify the appropriate person at their work location and ensure a plan is in place for notifying patients. All PFHT employees are required to record their attendance in the Information Management system. Compensation Employees of PFHT are paid in accordance with the MOHLTC approved salary ranges. PFHT has a biweekly payroll system with direct deposit. Payday is on alternate Thursdays for payment up to the previous Friday. Details regarding your hours worked MUST be logged in the IMS prior to processing of the payroll, or payment will not be received until the following pay period. Changes to your banking information should be provided to Human Resources at least one week in advance of the next pay date. It is good practice to ensure you receive a pay in a new account before closing the old one. Personnel Records It is important that your personnel record contain accurate information. It is your responsibility to notify PFHT promptly if there is any change in your family status, name, telephone number, address, bank information or educational achievements. Employees have a right to review their personnel file. Requests Page 13 of 92

14 to do so should be forwarded to the Human Resource Coordinator or designate in writing and access will be given within ten days. Personnel files will not be removed from the administrative office. Benefits Mandatory Benefits Legislation requires employee participation in the following benefits: CPP, and EI and EHT. Employee contributions to CPP and EI are deducted from your bi-weekly pay. Your pay stub will also reflect mandatory income tax deductions in accordance with Canada Revenue Agency guidelines and your direction. HOOPP Pension Plan PFHT is a registered employer with the Healthcare of Ontario Pension Plan (HOOPP). The HOOPP pension is a defined benefit pension. This means when a member retires, you are paid a set pension amount every month for your lifetime. This amount is based on a formula that takes into account the member s length of service and the best five consecutive years of annualized earnings. PFHT contributes $1.26 for every $1 contributed by you.. If enrolled, you have the option of maintaining your premium during an approved leave and the employer is required to contribute their share. All employees FTE.5 or greater must join HOOPP and begin making contributions as of the date of hire. Exceptions include employees currently receiving a HOOPP pension or employees who were employed prior to the start date in the Plan (April 2014) and waived their right to join HOOPP. Employees that have previously waived participation can join the plan at any subsequent date. Enrolment is not mandatory for part-time employees, it is up to the employee to decide if they want to join HOOPP or not. Part-time employees who do not enroll immediately may join HOOPP on any subsequent date. Part-time employees include part-time, contract, temporary, casual and all other employees not classified as full-time by their employer. It is mandatory for the employer to offer HOOPP to their part-time and non-full time staff. Discretionary Benefits Each employee is given an in lieu of benefit allowance, this amount varies dependent upon participation in HOOPP and is based upon each individual s gross salary. This allowance can be used towards the Group RSP Program; purchase of Health and Dental benefits, as well as Long Term Disability & Life coverage (must work more than 20 hours per week to qualify). Any monies not used from the benefit allowance will be paid to the employee so they may purchase their own benefits. The specifics of your in lieu benefit will be discussed and detailed in your individual employment contract. Each employee will also be provided with an annual (January 1 December 31) Cafeteria Style expense budget of $2000 pro-rated per FTE and date of hire. If an employee takes a LOA this entitlement will be pro-rated accordingly once the employee returns to work. Upon submission of receipts to the Human Resource Coordinator or designate the following items will qualify for reimbursement: Page 14 of 92

15 Cell phone: if required for business purposes - maximum of $600 annually; Home internet: if required for business purposes - maximum of $600 annually Education, including course and conference registration; Travel (either gas reimbursement or mileage), accommodation and meal expense for education events; Membership fees; Additional Liability Coverage; Resource books; Additional computer and telephone equipment required to fulfill duties. Travel & Parking Employees who are required by PFHT to use a privately owned vehicle to travel to a location other than their assigned site(s) to perform job functions are reimbursed for mileage at a rate of $0.52 per kilometer. Travel that is not required by PFHT will require prior approval and can be reimbursed through the discretionary benefit allowance. Mileage must be calculated so that the employee is not reimbursed for mileage that would normally be required to get from home to the office or from the office to home. Travel between the office and an alternate location is eligible to be reimbursed. Parking expenses incurred in the course of performing job functions are reimbursed, providing a receipt is submitted. This is considered a taxable benefit. When traveling for FHT business, the least expensive mode of transportation is to be taken, or if the employee chooses a more expensive form of transportation, only the lesser cost will be reimbursed. Extended Heath Care/Dental Benefits Long Term Disability Coverage PFHT has a group benefit plan with the Chambers of Commence which is optional for those employees who work more than 20 hours per week. Those employees who have spousal coverage can opt out of the Extended Health and Dental and choose the Long Term Disability & Life coverage only. The specific details of the plan are attached as Appendix A. As the plan is 100% employee funded, the employee will be responsible to provide postdated cheques to cover their benefit premiums for the duration of any unpaid absence. If you qualify and choose not to participate you will be required to sign a waiver of benefits. If enrolled you are responsible for the premium of payments during an unpaid absence and to inform the Chambers of any changes that may affect your coverage as well as premiums. NOTE: all employees who have benefits through PFHT s plan that retire, resign or are terminated are eligible to apply to continue to participate in a benefit program through a separate Chamber plan. It is the employees responsibility to contact the Chambers plan immediately to advise them and make the request. This is separate and distinct from PFHT s plan. Contact the HR Coordinator or see your booklet for all of the details. Group RSP A group RSP plan is available that is 100% employee funded and is completely customized by the employee. This includes selection of the investment of your choice as well as how much to invest. Employees can register for the group RSP at any time and RSP contributions are remitted as part of the payroll process. The benefit of this is at source tax savings as your gross income is reduced by the amount of your investment and therefore the required tax payable is lessened. The amount of the RSP contribution can be changed at any time by providing the request in writing to the Human Resource Coordinator or designate prior to the processing of the biweekly payroll. Page 15 of 92

16 Statutory Holidays The Peterborough Family Health Team recognizes the following holidays (maximum 82.5 hours): New Year s Day January 1st Family Day 3rd Monday in February Good Friday Friday prior to Easter Sunday Victoria Day May 24th or Monday preceding May 24th Canada Day July 1st Civic Holiday 1st Monday in August Labour Day 1st Monday in September Thanksgiving Day 2nd Monday in October Christmas Day December 25th Boxing Day December 26th One (1) floating day Used at employees discretion PFHT will also recognize any other day proclaimed a holiday by the Government of Canada or Ontario. a) Employees of PFHT are not permitted nor required to work on recognized holidays. b) Full Time Employees When the statutory holiday falls on a regular work day, the employee will be given the day off with pay. When the statutory holiday falls on a date the office is closed; i.e., Saturday or Sunday, or during the employee s vacation, the employee can designate another day for the holiday. Annual entitlement must not exceed 82.5 hours or 11 days x 7.5) c) Employees Working.5 FTE to.9 FTE When a statutory holiday falls on a regular working day, the part time employee will receive the day off with full pay. When a statutory holiday falls on a non-working day the part time employee will be entitled to time off (versus payment) prorated to their FTE to be taken at an alternate time. Annual entitlement must not exceed 11 days x 7.5 x FTE) d) Employees Working less than.5 FTE Employees who work less than.5 FTE will receive an additional 4.23% in lieu of benefits for each hour worked to compensate for statutory holiday pay. Sick Days Employees who work a.5 FTE or higher are permitted up to five (5) paid sick days per calendar year (37.5 hours), pro-rated to FTE and can only be applied on days scheduled to work. Sick days can be carried over to the next year, but do not have a cash value upon termination. An employee may be asked to provide a note from their medical practitioner following an absence of three days. If there is a cost incurred for the note, the employer will reimburse the employee upon verification. Sick time must be recorded in the IMS. Personal Days Employees who work a.5 FTE or higher are entitled up to seven (7) days per year (52.5 hours), pro-rated to FTE, are provided to be used for personal reasons; e.g., for religious holidays or personal/family commitments or sickness where no sick days remain, as well as compassionate time not covered. Personal days can be carried over to the next year, to a maximum of six (6) weeks but do not have a cash value upon termination. Personal days must be recorded in the IMS. Page 16 of 92

17 Vacation Vacation entitlement is earned in accordance with years of continuous service with the Peterborough Family Health Team. Upon hire, employees may be placed at a higher level depending upon previous related experience as well as difficulty recruiting for the position and will require Executive Director approval. Those who commence at a higher step than Step 1 will increase from their initial placement according to the table below. In the calendar year in which you are hired, your vacation is pro-rated from your start date to December 31st, and then pro-rated to your FTE. Subsequent movement to the next step will occur annually on the anniversary of your hire date until your reach Step 6. Step 1 Year 1 Step 2 Year 2 Step 3 Year 3 Step 4 Year 4 Step 5 Year 5 Step 6 Year 6 3 weeks (or 15 days, hours, or 6%) prorated to FTE 4 weeks (or 20 days, 150 hours, or 8%) prorated to FTE 4 weeks + 2 days (or 22 days, 165 hours, or 8.5%) prorated to FTE 4 weeks +3 days (or 23 days, hours or 8.8%) prorated to FTE 4 weeks + 4 days (or 24 days, 180 hours or 9.2%) prorated to FTE 5 weeks (or 25 days, hours or 10%) prorated to FTE Vacation must be used by December 31st. A maximum of one week, pro-rated to FTE (5 days/37.5 hours) may be carried forward to use in the next calendar year. In exceptional circumstances an employee may request in writing to the Human Resource Coordinator or designate permission to carry over additional unused vacation entitlement. Such requests will be based on PFHT operational requirements. Vacation must be scheduled according to the policies of the practices. Those AHP s that are not integrated with a practice must work in conjunction with their co-workers, when possible to ensure coverage for emergency referrals. To ensure that Peterborough Family Health Team is able to be accountable for our services, access and operating capacity, any vacation request longer than three (3) consecutive weeks must be submitted in writing to the Human Resources Coordinator for approval at least thirty (30) days prior to taking holidays. Vacation requests for longer than three (3) weeks will be considered on an exception basis only. The deciding factor will be our ability to meet our patient needs. Employees who work less than.5 FTE receive their vacation pay as a percentage of pay and is payable with each hour worked and are only entitled to take the number of scheduled days off as the vacation percentage entitles. Vacation time must be recorded in the IMS. Training & Development Hours As part of Peterborough Family Health Team s commitment to ongoing learning, NP s, RN s, RPN s, RD s MHC s, Physician Assistants and Pharmacists who work a.5 or higher FTE are eligible for up to 10 days (75 hours, pro-rated to FTE) per calendar year for training and development. Training & development time is to be used for professional development activities such as attending conferences and/or educational events related to your current position and must be logged in the IMS. Other professional development activities will be considered on a case by case basis, please contact the HR Coordinator for approval. For those that work less than.5 FTE, requests will be reviewed on an individual basis. Page 17 of 92

18 PFHT will provide professional development opportunities to administrative staff. The frequency, nature and duration of such activities will be looked at on an individual basis and will be subject to the approval of the Human Resource Coordinator. Employees are encouraged to bring their ideas forward. Christmas/New Years The majority of family practice offices close for additional days during the period between Christmas and New Year s Day. Two additional paid days (15 hours) pro-rated to FTE (must be a.5 FTE or greater to qualify) will be given annually to be used during this time period. If the practice does not close, the two days may be scheduled during the period of December 23rd December 31st in collaboration with the practice/office environment. Any additional time taken during this period can utilize available vacation or lieu time. Recognition of Service As part of Peterborough Family Health Team recognition of employee s commitment to the organization, employees who have five (5) or more years of service and are a.5fte or greater will receive 7.5 hours to celebrate your birthday off with pay. This extra time MUST be scheduled within four weeks, before or after the date that the birthday falls. Employees who have ten (10) years of service will be recognized with a gift to commemorate their dedicated service. Leaves and Other Work Absences Personal Unpaid Leaves of Absence You may make a written request for a leave of absence, without pay, stating your reasons for such leave to the Human Resource Coordinator or designate. This is applicable to non-protected leaves only. The impact of the leave on the affected practice(s) and/or PFHT will be taken into account when considering your request. When applying for leave, you must indicate the proposed date of departure and return. The request should be submitted a minimum of two (2) months prior to the intended start date. The final decision on any leave of absence will rest with the Executive Director. All time banks will be pro-rated accordingly once the employee returns to work. A Request for Leave of Absence Form is available in the Employee Resources folder or may be obtained from the Human Resources Coordinate. Any leaves of absence will be subject to the following: a) Service-related benefits (e.g. vacation, personal leave) will not be interrupted if the leave is for less than one (1) month. In special circumstances, this may be extended with approval of the Executive Director. b) If the leave is in excess of one (1) month, there will be no accumulation of vacation credits during the period of the leave. c) You will not be paid for recognized holidays falling within the period of the leave of absence. d) The employee will be responsible to provide postdated cheques to cover their benefit premiums for the duration of the absence. e) All time banks will be pro-rated accordingly. f) Absences beyond an approved period of time may be considered as termination of employment. Page 18 of 92

19 Paid Leaves of Absence Pregnancy Leave a) Pregnancy leave will be granted to female employees in accordance with the provisions of the Employment Standards Act. b) You must give written notification at least two weeks in advance of the date of commencement of such leave. c) You must confirm your intention to return to work four (4) weeks in advance thereof. You will be reinstated to your former position unless the position has been discontinued in which case a job comparable in both salary and responsibility will be offered. Please note that reinstatement to your former position does not necessarily mean returning to the same practice or location. d) The employee will be responsible to provide postdated cheques to cover their benefit premiums for the duration of the absence. e) Employees continue to accumulate vacation time off during a Pregnancy leave. This is unpaid time off, if they wish to access this time please advise the HR Coordinator in writing and with a minimum of 30 days notice. f) All time banks will be pro-rated accordingly Parental/Adoption Leave a) A parent is defined as a person with whom a child is placed for adoption and/or a person who is in a relationship of some permanence with a parent of a child who intends to treat the child as his/her own. b) If you have become a parent, and have been employed for at least thirteen (13) weeks immediately preceding becoming a parent, you are entitled to parental leave. c) Parental leave must begin no later than fifty-two (52) weeks after the day the child comes into the custody of the parent for the first time. d) The parental leave of a female employee who takes pregnancy leave must begin when the pregnancy leave ends unless the child has not yet come into the custody of the parent for the first time. e) The employee will be responsible to provide postdated cheques to cover their benefit premiums for the duration of the absence f) Employees continue to accumulate vacation time off during a Parental/Adoption leave. This is unpaid time off, if they wish to access this time please advise the HR Coordinator in writing and with a minimum of 30 days notice. g) All time banks will be pro-rated accordingly. Medical Leave Should an employee be required to take a medical leave for personal illness or personal injury and is approved by Revenue Canada for Sick Leave, Service Canada is the approver for sickness benefits under Employment Insurance. PFHT will provide supplemental benefits to the employee. Page 19 of 92

20 The following criteria must be met to be eligible for SUB Benefits: 1) The SUB Plan is available to all employees who have successfully completed their assessment period and qualify for employment insurance. 2) The plan will supplement EI benefits for periods of unemployment caused by personal illness or injury to a maximum of 15 weeks, in conjunction with employment benefits. 3) Verification that the employee has applied and is in receipt of EI benefits will be made prior to the SUB payment. 4) The SUB is payable at 95% of the employee s normal weekly earnings while the employee is serving the one-week EI waiting period. 5) The bi-weekly SUB payment, plus the gross amount of EI benefit from this employment will not exceed 95% of the employee s normal weekly earnings. 6) All time banks will be pro-rated accordingly. Family Medical Leave An employee may take an unpaid leave of up to 28 weeks to provide care or support for a family member or other person who considers the employee to be like a family member when a qualified medical practitioner has issued a certificate indicating that the family member or other person has a serious medical condition with a significant risk of death occurring within a period of 26 weeks. Employees may be eligible for Employment Insurance benefits during this unpaid leave. All rights and benefits will continue while on Family Medical Leave. All time banks will be pro-rated accordingly once the employee returns to work. The Peterborough Family Health Team is committed to uphold all Employment Standards Act regulations. Below is a list of leaves of absence that you may be eligible for. Please contact the HR Coordinator or refer to Employment Standards at or by calling to see if you qualify. Family Care Giver Leave Critically Ill Child Care Leave Child Death and Crime Relate Child Disappearance Leave (available to employees after 6 months of employment. Domestic or Sexual Violence Leave Personal Emergency Leave Compassionate Leave Compassionate leave will be granted for the purpose of mourning the loss of a member of the employee s family. Five (5) consecutive calendar days: Spouse, common-law spouse, children and parents. Three (3) consecutive calendar days: Grandparents, Siblings and In-laws. Page 20 of 92

21 The employee may request compassionate leave and shall be granted up to the maximum consecutive calendar days, listed above, without loss of pay. These days of leave will normally be confined to the period from the date of death up to and including the date of the funeral. Consecutive days does not include week-ends and legislative holidays. Compassionate leave for those not listed above will be considered on a case by case basis in consultation with the HR Coordinator. In some circumstances, an employee may wish to use of Personal Leave Days to supplement their compassionate leave. PFHT understands that not all employees may be ready to return to work within the timeframe listed. In these instances the employee is encouraged to contact the Human Resources Coordinator to explore what options may be available at that time. It is the employee s responsibility to contact the HR Coordinator to advise of the loss and to indicate if details of their situation may be communicated to other staff. Jury Duty If you are required to serve on a jury on days you are scheduled to work, you will be paid the difference between your basic salary and the jury duty fee paid by the court. To receive this payment, you must ensure that Peterborough Family Health Team receives a letter from the Court stating the days that you were required to attend. Court Service If, on days you were scheduled to work, you are called in for court service (not jury duty) under summons or subpoena to act as a witness, you will be paid the difference between your basic salary and the fee paid by the court. To receive this payment, you must ensure that PFHT receives a letter from the court stating the days that you were required to attend. No allowance of pay will be made to you if you are summoned to court as a result of an alleged infraction of the law on your part. Voting on Election Day If your schedule interferes with your ability to vote in a federal, provincial or municipal election, as specified by legislation, appropriate time off, without loss of pay, will be provided. Job Sharing Job sharing is defined as the voluntary sharing of a permanent position in a structured manner and involves the permanent employee and a term employee who works the remainder of hours not covered by the permanent employee. A job sharing arrangement allows permanent full-time employees to work less than full time hours in their positions while maintaining permanent status. PFHT supports work-life balance for employees and will enable flexibility in work hours for eligible employees where operationally feasible. Only the permanent full-time incumbent of a position can initiate a request to establish a job share arrangement to reduce the hours of work. Approval of the job share request resides with PFHT and will look at on an individual basis. Unexpected Office Closures On occasions where the worksite is closed unexpectedly; for example, due to severe weather, employees will be compensated for their regularly scheduled hours for that day. In all circumstances personal safety is the first priority. Page 21 of 92

22 For scheduled practice closures; for example, over the Christmas season, employees may schedule vacation, personal leave days, or make other arrangements to make up the hours. Employee Wellness Safety PFHT is committed to a culture of safety where everyone shares the goal of making our workplace(s) safe and healthy. Such matters are governed by the OHSA and its regulations. PFHT will ensure mandatory training is completed by all employees. We all share the responsibility for occupational health and safety. The concept of an internal responsibility system is based on the principle that the workplace parties themselves are in the best position to identify health and safety problems and to develop solutions. All employees are required to familiarize themselves with the Occupational Health and Safety Policies of their worksite and to work in a safe and responsible manner. No employee should engage in activities they believe to be dangerous to themselves or others. Such concerns should immediately be brought to the attention of the Human Resource Coordinator or designate. Employees are particularly encouraged to familiarize themselves with the Health and Safety Policy on Violence in the Workplace as well as the Harassment Policy and Program. These policies are found in Appendix B and Appendix C respectively. The Peterborough Family Health Team is committed to a work environment free of discrimination, harassment, abuse, violence or bullying of any kind. PFHT will not tolerate any form of physical, sexual, emotional, verbal, psychological abuse. Recent changes to the Occupational Health and Safety Act mandate that employers have a policy on Workplace Violence. It is absolutely critical that any incident of violence be reported immediately and documented as soon as possible following the incident. These policies apply to all employees of PFHT and extend to all professional relationships, including employee/patient relationships, while the employee is representing the Peterborough Family Health Team. Accidents If you have an accident or sustain an injury during normal working hours or while on Peterborough Family Health Team business, you must report it to the Human Resource Coordinator or designate immediately. Health professionals working in the practices will first report any accident to the appropriate staff person at their work location. Illness The Peterborough Family Health Team promotes healthy lifestyle, illness prevention and chronic disease management among its employees. Employees may be required to provide medical documentation when illness results in frequent or prolonged absences, or requires health-related workplace accommodations. Problematic Substance Use/Addictions PFHT supports the recovery of employees with problematic substance use or addictions issues. There will be no penalty for seeking diagnosis and treatment for alcoholism, drug use, or any other addiction. An employee whose job performance is negatively impacted by problematic substance use or addiction may Page 22 of 92

23 be required to seek treatment in order to continue employment or return to employment following a medical leave. Refusal to accept, or failure to follow a recommended medical treatment plan will be addressed as it affects work performance. Chronic Disorders PFHT recognizes that chronic disorders of a physical, mental, or emotional nature can have a debilitating effect on an employee s ability to do their job. An employee, whose job performance is negatively impacted by a chronic disorder, may be required to seek treatment in order to continue employment or return to employment following a medical leave. Refusal to accept, or failure to follow a recommended medical treatment plan will be addressed as it affects work performance. Employees with physical, mental or emotional disabilities have the right to request workplace accommodation under the Ontario Human Rights Code. Workplace accommodation is a cooperative process and may require detailed medical documentation. Requests for workplace accommodation should be discussed with, and subsequently submitted in writing to the Human Resource Coordinator or designate. PFHT will endeavour to support individuals in their recovery process through appropriate workplace accommodations. A Functional Abilities Form completed by the treating physician will be required for any employee returning to work from an extended leave due to any absence related to their physical and/or mental health. This is to ensure all employees returning to work are able and ready to do so in a way that does not impede their health or the services we provide. Policies and Responsibilities Privacy/Confidentiality/Conflict of Interest Employees of PFHT are required to work with confidential data related to financial matters, family practices, employees and patients. It is essential that each employee hold all information in strictest confidence, whether such information is obtained directly or indirectly. Employees of PFHT are governed by the Personal Health Information Protection Act (2004) and must ensure their familiarity with and compliance with the regulations and requirements of that legislation. Registered health professionals are also governed by their professional colleges. All employees are required to sign the Privacy policies upon hire. Breaches of confidentiality will not be tolerated and could result in loss of employment with PFHT. FHO s may have their own Privacy, Confidentiality and/or Conflict of Interest policy, and if does, it is deemed to supersede the above. We are not able to support one on one shadowing or program observing for any person who is not a PFHT employee and/or involved in the patient s circle of care due to: the privacy legislation; the nature of patient discussions and confidentiality of information; the disruption of group dynamics; the patient s disclosure of information or interactions; This includes Bring your Kids to Work programs. However, we would like to recognize and support those that may be interested in learning more about positions held within PFHT. If you have a person, who would like to learn more about our positions Page 23 of 92

24 please contact the HR Coordinator and s/he will make arrangements for the individual to meet with the appropriate person. Professional Standing/Liability Coverage If applicable, employees of the Peterborough Family Health Team are required to submit to the Human Resource Coordinator or designate confirmation of registration with the appropriate professional college/association on an annual basis as a condition of employment. Liability coverage will be provided by PFHT. Employees may be required by their professional body to carry additional insurance and if this is the case, the cost will be borne by the employee. A copy will be kept in the employee s Human Resources file. Information Technology (Refer to Appendix K- Computer and Electronics Policy) Information technology is an essential tool in any efficient and effective workplace. PFHT encourages maximum utilization of technology to support patient care, communications and business processes. If you choose to communicate with a patient by , it is essential to use the Clinician-Patient Communication Consent form (Appendix D) to ensure the patient is aware of, and accepts any risks. All automated equipment provided to employees remains the property of the Peterborough Family Health Team and/or the primary care practice and is to be used as required for business purposes. PFHT recognizes that automated equipment may, from time to time, be used for non-business purposes. Employees are required to ensure that any non-business usage be conducted with respect for the employer and coworkers. Such use shall be restricted to breaks and lunch periods. Employees are reminded that the PFHT/Practice has the authority to inspect any communications conducted on PFHT/Practice equipment and no records or activity should be considered confidential. Misuse of automated equipment includes but is not restricted to: distribution of inappropriate material; viewing of pornography or sexually suggestive materials internet purchases; excessive time spent on internet searches or non-business related sites, social networking sites, chat rooms, etc; and unauthorized or excessive telephone usage Staff using equipment belonging to the Peterborough Family Health Team; for example, laptop computers, cell phones, audiovisual equipment, etc. are reminded of their responsibility to ensure security precautions are in place, properly maintain such equipment; follow the appropriate procedures for obtaining, using and returning it; and immediately report any loss or damage. Employees using PFHT cell phones may be responsible for non-business related charges. Employees are expected to use care and judgment to avoid excessive roaming charges in isolated areas or out of country. Teams may have their own Information Technology and or Security policy, and if does, it is deemed to supersede the above. Page 24 of 92

25 Performance Management Performance reviews provide a formal opportunity to communicate feedback regarding performance and corporate expectations. Performance reviews also provide employees a formal opportunity to discuss their successes through the year, and to communicate their desires around future career goals and objectives. The PFHT philosophy of collaborative care and the emphasis that PFHT has on team work supports the utilization of a multiple input rating process as a comprehensive method of assessing our employees performance and ongoing professional development needs. For a full explanation of the 360 Degree Review and Development process please see Appendix F. Resolution of Concerns It is expected that day-to-day problems or issues will be resolved at your practice site. The FHT/FHO Team Coordinator at each site is the local support for problem solving at the site. Where resolution cannot occur within your practice site, the Director of Allied Health Programs and Services, and the Human Resource Coordinator or designate, and/or the Executive Director may be required to assist in coming to a resolution. Please see Appendix G for our full Resolution of Concerns and communications protocols and procedures. Discipline The Peterborough Family Health Team reserves the right to discipline or discharge employees in accordance with good management practice. PFHT adheres to the principles of progressive discipline. Depending on the severity, consequence and frequency of a disciplinary matter, the following process will be followed: 1) verbal warning 2) written reprimand 3) suspension or termination In extreme circumstances, the first and second steps may be waived. Examples of unacceptable behaviour include, but are not limited to: theft, insubordination, dishonesty, intoxication, falsification of records including the IMS, improper conduct, disclosure of confidential information about the Family Health Team, its staff or its patients, repeated absenteeism or lateness and consistently being unavailable for work. Absence from Practice The work of the PFHT demands that employees work to achieve the broad objectives of primary care reform. This necessarily involves participation in learning opportunities and engagement in the strategic priorities set out by the Board of Directors. Employees are expected to attend PFHT meetings for purposes of information sharing and updates on organizational matters. This may include participation in planning or advisory committees related to such matters as Human Resources policies or Occupational Health and Safety. Opportunities to participate in meetings and activities help to build individual and team strengths and support the HR values of collaboration and professionalism and respect. Where it is reasonable to do so, PFHT will facilitate participation via internet, conference calling or other electronic means to reduce the need for travel time. Absences from the practice will normally be planned well in advance and cause minimum disruption. Page 25 of 92

26 Where an employee s attendance at the practice is considered to be problematic and efforts to resolve the issue at the practice level have been unsuccessful, the Human Resource Coordinator or designate may need to intervene. The structure of the PFHT demands good communication and joint problem solving strategies. In some instances the Resolution of Concerns Policy may be helpful. Scent Free Workplace Medical evidence clearly shows that scented products are harmful to the health of sensitive individuals. Due to health concerns arising from exposure to scented products PFHT acknowledges its responsibility in providing a healthy environment for its employees, service providers, patients and guests The use of scented products will not be allowed within our facilities at any time. In order to achieve this facility becoming a Scent Free Workplace the following items must be considered and refrained from use, this list is not exhaustive and may be changed accordingly: Perfume Cologne Air fresheners Candles Pot-pourri Scented body lotions Highly scented flowers Highly scented hair products Page 26 of 92

27 Media Relations Process The following document will guide the Peterborough Family Health Team (PFHT), and all team members in their contact with the news media. PFHT believes in open and honest communications with the media. PFHT will endeavor to provide prompt and forthright answers to media inquiries, in addition to the timely release of information that is of public interest or importance, where it is not limited by its obligation to uphold the protection of patient privacy in compliance with the Personal Health Information Act (PHIPA). Any and all statements made concerning PFHT should be regarded as public statements and are governed by this process. Media Inquiries All general media inquiries are to be directed to the Operations Assistant who is responsible for communications. Designated Spokespersons Designated spokespeople for Peterborough Family Health Team are the Executive Director, Medical Director, Director of Allied Health Programs and Services and or a delegate depending on the subject of the request. Note when media inquiries about a featured story relate to one of PFHTs professional designation, the Professional Practice Lead will reach out to the media to provide information on their area of expertise. Subjects related to the operations of PFHT or to medical concerns will be directed to one of the executives mentioned above. Information Requests All requests for information from the media will take priority for the Operations Assistant and a follow-up call to media will happen promptly. Media cannot request information about any of the patients of PFHT or the Family Health Organizations as this is private and confidential and cannot be released without the patient s permission. Requests to Interview, Photograph and Videotape All news media requests to photograph, videotape or interview patients, team members or physicians are to be directed to the Operations Assistant. A dated and signed consent form must be obtained from all patients or the patient s immediate family, prior to the patient being interviewed, photographed or videotaped. The consent then becomes a permanent part of the patient s medical record. Please note, this consent form will also be signed when PFHT is using patient photographs, videotape recording or conducting interviews for promotional reasons. Media Authorization News media wishing to film, photograph or conduct interviews of any persons, including but not limited to team members, patients, family members, volunteers, physicians at PFHT or in the Family Health Organizations must be approved in advance through the Operations Assistant. Page 27 of 92

28 APPENDIX A: Chamber Benefit Summary Employee Life Insurance (Option: 1X) One Times Annual Earnings Note: Life benefit capped at $25,000 (additional insurance can be purchased) Accidental Death & Dismemberment (Option: 1X) One Times Annual Earnings Note: AD&D benefit capped at $25,000 Long-Term Disability (Option: L3) Benefits from the 121st day of disability up to age 65. "Disability" means employees are unable to perform all regular duties of their own job during the first 24 months, then unable to perform any gainful job they could become qualified to do. Dependents Life Insurance Spouse: $10,000 Each Child: $5,000 Extended Health (Option: E84) o 70% coverage of prescription drugs listed on the ASSURE National Formulary o 50% coverage of prescription drugs NOT listed on the ASSURE National Formulary o 100% coverage of all other eligible benefits Prescription drug benefits are paid using the ASSURE drug card system and have a $50,000 / person /calendar year maximum. Dental (Option: D8) $25 / $50 calendar year deductible 80% coverage of Basic services 80% coverage of Endodontic and Periodontal procedures Benefit Maximum of $1,500 per person per calendar year A more detailed benefit booklet is available upon request. The EHC and Dental rates are set rates based upon single or family coverage and the LTD/Life rates fluctuate based upon age and income. Page 28 of 92

29 APPENDIX B: Performance Management 360 Degree Feedback and Self-Evaluation Procedure Purpose: Professional feedback and development is an ongoing process. The purpose of the feedback review is: to provide a forum to recognize the individual contributions of team members provide an opportunity to match individual strengths to current and future opportunities provide an opportunity to assess and maximize team collaboration and synergies to provide team members with a formal opportunity to discuss their successes through the year, and communicate their desires around future career goals and objectives Benefits of 360 Degree Feedback Reviews: The team member is an active participant in the evaluation process The team members strengths and areas for improvement are identified Ongoing goals and objectives are shared and aligned with the business plan Provides a tool to use when considering professional development needs, fit for new opportunities, or need for action Provide a variety of perspectives of the professional Timeframe: Informal review and feedback will be sought and provided on an ongoing basis Formal reviews will be conducted prior to the end of the probationary period, biennial thereafter. Components of the Peterborough Family Health Team (PFHT) 360 Degree Feedback & Self- Evaluation: 1. Multi-Reviewer Names Submission Form 2. Feedback Input Form 3. Self-Evaluation Form 4. Individual Evaluation Report Degree Feedback Review Meeting 1. Multi-Reviewer Names Submission Form Team members will be asked to provide two to four names of individuals that they work closely with and who would best be able to provide an accurate report of their contribution as it relates to their FHT. The list of names should include: Min. 1 Max. 2 Family Health Team members from the site(s) you work at (one should be the admin support person if available) Min. 1 Max. 2 Physicians from the site(s) you work with 1 or 2 Family Health Team members from a site that you do not work at, from same discipline if applicable and possible From the list of names provided by the team member, at least three respondents will be chosen. PFHT may choose an additional one to two names to ensure a well-rounded evaluation. PFHT will Page 29 of 92

30 monitor to ensure individual reviewers are not being overburdened and you may be asked to select an alternate. The team member will be notified of any additions. 2. Feedback Input Form The philosophy of collaborative care and the emphasis that PFHT has on teamwork supports the utilization of multiple input rating sources as a comprehensive method of gathering feedback for team members. The Feedback Input Form as well as the online link will be sent out for completion by individuals identified by the team member and human resources as having a sound knowledge of the team member's role, and those who interact frequently on a professional basis. 3. Self-Evaluation The team member will receive the Self-Evaluation Form and has the option of completing the form manually or online. If completed online the completed form is automatically received, however if the manual option is chosen the completed Self-Evaluation Form needs to be forwarded to the Human Resource Coordinator or designate. The responses will be incorporated into the Individual Evaluation Report and reviewed at the meeting. The team member may use their most recent selfreflection/continuing competence/self-reflection document versus completing the development section. 4. Individual Evaluation Report The completed Feedback Input Forms and Self-Evaluation will be returned to PFHT within two and a half weeks of receipt, as clearly outlined in the cover letter. Once received at PFHT the information will be collated into the Individual Evaluation Report. At the formal team member review, the Individual Evaluation Report will be available. The team member will not have the opportunity to review the individual feedback forms. A copy of the Individual Evaluation Report will become part of the permanent HR file and a copy will be given to the team member Degree Feedback Review Meeting The 360 Degree Feedback Review Meeting will take place between the team member and the Human Resource Coordinator or designate. The feedback provided will take into consideration all of the components described above. The team member may use their most recent selfreflection/continuing competence/self-reflection document versus completing the development section.) Additional comments to be added during the meeting will be comprised of: The Professional Development they have participated in Areas of recognition Areas for development Career goals and objectives Page 30 of 92

31 APPENDIX C: Resolution of Concerns Page 31 of 92

32 Page 32 of 92